Coordination

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Transcript of Coordination

Documentation1. To make use of every idea and be sure that no ideas are lost.2. To make the work flow smoother.3. To ensure communicating tasks and outputs.4. To help absent member to catch up with what they missed.5. To aid in evaluating (Meetings, Tasks)6. To serve as a reference for next years

why documentation?

What do we document?1. Meetings:Meetings are documented using the “Minutes of Meetings” document.2. Tasks:Tasks are documented using the “Task Ticket” document.

DocumentationWhat is a “Minutes of Meeting”?Minutes of meeting is a document which the committee head chooses a member before the meeting to fill it after the meeting. It contains basic info about the meeting “date, committee, place, announcement”, attendance and excuses, meeting agenda, objectives, covered points, introduced ideas and quick info about the tasks delegated during the meeting.

Minute of MeetingTask ticket is a document that is filled by the committee head, the coordinator and the member(s). It helps in smoothing the work flow during tasks and insuring communicating the task properly from the head to the member(s) to get the best possible performance.

Task TicketWhat is a “Task Ticket”?Checks that all the required information is filled by the head.MemberFills in his orientation and work planCoordinatorChecks if the member has the correct orientation and then follows up his workHeadReceives the task ticket from the coordinator after evaluationTask Ticket1. Helping to ensure that objectives are met.2. Identifying successes.3. Identifying problems and weakness so they can be rectified.

Why should we evaluate?Standards are like ruler for us, they control the evaluation process. we return to Standards to put our evaluation; Without standard our judgment won't be correct so our evaluation aren't granted.StandardsHeadFills in task information, objectives and his expectationsCoordinatorEvaluationWhat is evaluation ? Evaluation is a process that examines a system. It involves collecting and analyzing information about a system’s activities, members, and output. Its purpose is to detect strengths and weaknesses and always seek to improvementMeeting EvaluationPre-meeting 1-Check the announcement period.2- Meeting agenda.3- Excuses.During meeting1. Check that all agenda points are discussed and covered.2. Member's attendance.After meeting1. Checking that the assigned member has filled the MOM.

Task EvaluationPre-task1. Checking that the head filled all the required info.2. Checking that the member has the correct orientation.During taskfollow up with the memberAfter tasktask is evaluated according to output set by head.what is feedback?When to use feedback?When head need to make an individual meeting (Purposes: promotion /status of member).

What if member wants to send a feedback?We help him to write the feedback form in the right way without intervention in what he wants to write We could write it instead of him in the way he wants but it’s better to tell him the way & he writes it by himself.

RDQ Job DescriptionAPEC'14 CoordinationThank you :DImportance of coordination1. Enables us to get the best possible performance of every task and meeting.2. Makes it easier to communicate the ideas.3. Helps in getting proper documentation.4. Helps in implementing new ideas across all the committees.